Club Policy Guide
The CMFSC Club Policy Guide | All Resources in one place.
This club policy guide provides information and direction on how CMFSC operates. It is a single point of resource for all members of our soccer club. All related and applicable policies are designed to be in compliance with BC Soccer Association's rules and regulations and conform to league and district rules.
Rule of Two
Rule of Two
Safety of players and members is a guiding principle within our Club values. We strive to not only provide children with a safe place to play, but more importantly a feeling of safety when around team officials and members in general.
Along with other safety measures already in place, we have adopted The Rule of Two, which states that there should be a minimum of two screened and NCCP-trained or certified coaches with an athlete in all situations where the athlete is potentially vulnerable. Other than medical emergencies, coaches are to avoid all one-on-one interactions with individual players to keep both the player and coach safe.
The Coaching Association of Canada has developed the following standards for the Rule of Two:
Person of Authority includes but not limited to coaches, assistant coaches, managers, support personnel, chaperones, and Directors of the club or organization.
Canada Soccer expects that all organizations will work toward the Gold Standard – having two NCCP-trained or certified coaches always present with an athlete. If NCCP-trained or certified coaches are not available, screened volunteers (such as managers, support personnel, chaperones, and Directors of the club or organization) should be available instead. If screened volunteers are not available, parents of other athletes should be asked to temporarily substitute. If another adult is not available, there should always be more than one athlete with the coach (this is the lowest standard and is not recommended).
This policy should be considered before/during/after team practices & games, travel, and overnight stays. We understand that it is not always easy or convenient to follow this Rule, yet it is critical to ensure athlete and participant safety in sport.
As a Club, we respect and observe the procedures outlined in Canada Soccer’s Guide to Safety:
The following guidelines are strongly recommended during travel with athletes:
- A Person in Authority may not be alone in a car with an athlete unless the Person in Authority is the athlete’s parent or guardian
- A Person in Authority may not share a room or be alone in a hotel room with an athlete unless the Person in Authority is the athlete’s parent or guardian
- Room or bed checks during overnight stays must be done by two Persons in Authority
Locker Room / Changing Area / Meeting Room
The following guidelines are strongly recommended for locker rooms, changing areas, and meeting rooms:
- Interactions between a Person in Authority and an individual athlete should not occur in any room where there is a reasonable expectation of privacy such as the locker room, meeting room, washroom, or changing area. A second Person in Authority should be present for all necessary interactions in any such room
- If Persons in Authority are not present in the locker room or changing area, or if they are not permitted to be present, they should still be available outside the locker room or changing area and be able to enter the room or area if required
Training / Competition Environment
The following guidelines are strongly recommended for the training and competition environment (including before, during, and after practices and games):
- A Person in Authority should never be alone with an athlete prior to or following a game or practice, unless the Person in Authority is the athlete’s parent or guardian. If the athlete is the first athlete to arrive, the athlete’s parent should remain until another athlete or Person in Authority arrives. Similarly, if an athlete would potentially be alone with a Person in Authority following a game or practice, the Person in Authority should ask another Person in Authority (or a parent or guardian of another athlete) to stay until all the athletes have been picked up. If an adult is not available then another athlete should be present in order to avoid the Person in Authority being alone with a single athlete
- Persons in Authority giving instructions, demonstrating skills, or facilitating drills or lessons to an individual athlete should always be doing so within earshot and eyesight of another Person in Authority
A Person in Authority who is interacting with athletes should be of the same gender identity as the athletes. The following guidelines are strongly recommended:
- For teams consisting of athletes of just one gender identity, a Person in Authority of the same gender identity should be available to participate or attend every interaction
- For teams consisting of athletes of more than one gender identity (e.g., co-ed teams), a Person in Authority of each gender identity should be available to participate or attend every interaction
Coach Selection & Development
Coach Selection & Development Policy
Members interested in applying for a head coaching position of an Under 13 and above team, or an Under 11, Under 12 Select team, must complete a coaching application online through the Coquitlam Metro-Ford website by February 15th of the season in which they wish to coach.
Team officials may not receive compensation from players, parents or anyone associated with their team unless prior approval has been granted by the Board of Directors. An exception is BC Soccer Premier League Head Coaches and Assistant Coaches who receive compensation for coaching.
Our club continues to provide funding and a program to enable our coaches to become certified at the appropriate level as per the Canadian Soccer Association/BC Soccer Association guidelines.
Coaches may also apply for approval to the Technical Director to have additional Provincial and National coaching courses fees reimbursed.
For more information regarding Coach Development, please visit our CMFSC Coaches Development Resource page.
Concussion Registration Waiver
BC Soccer (governing body), in the interests of players‚ health and safety, requires ALL players and parents and/or guardians (if player is under 18 years old), to be educated about the signs and symptoms of concussions. All parents and adult players are required to complete the online Concussion Awareness Training course to ensure you are aware of the signs and symptoms of a concussion, as well as the return to play protocols at www.cattonline.com. Parents and players have a responsibility to report all concussion-related injuries and illnesses to an independent medical professional. CMFSC reserves the right to limit players' return to the field, based on the aforementioned protocols and professional medical advice.
Concussion Education Program
Coquitlam Metro-Ford SC in an attempt to be a leader in player safety has adopted a mandatory concussion awareness training program. We are requiring that all staff and team officials complete the new Concussion Awareness Training module from all Under 11 to Under 18 teams. In addition, we are strongly recommending that at least one parent from each family complete the course as well. More information can be found in the following link:
Baseline Concussion Testing
Coquitlam Metro-Ford SC aims to be a leader in player safety and injury recovery. Last year, we started a pilot program by partnering with Strive Health and Performance Clinic to offer Baseline Concussion Testing to our BCSPL teams. 169 players (U13-U18 boys and girls) participated in the initial baseline testing and 17 of those participants returned to the clinic after a suspected concussion for additional testing and treatment.
This season, we are pleased to open this program up to U12 teams and above. Players that complete baseline testing have the ability to return to Strive when they suspect they've suffered a concussion for additional testing and treatment if necessary. At that point, all return to play protocols will be managed and communicated by Strive directly to the team officials so coaches will know when/how the player can return to play.
Although this program will not be mandatory, we ask that you discuss Baseline Testing with your team as Strive offers team rates, group rates (5+ athletes) and individual rates. The regular rate is $130 per person.
Team Rate - Team coach/manager books directly with Strive for a rate of $70 per player. Minimum of 5 teammates.
Group Rate - Any group of 5 or more athletes (mixed gender and/or age) can book directly with Strive as a team for the same rate of $70 per player.
Individual Rate - Individuals may book themselves directly with Strive for a rate of $95 per player. *Just make sure to mention you are from CMFSC*
For more information about baseline testing, please read the attached information or you may visit http://strivehealthandperformance.ca/concussion-management/
Ready to book?
Please call Strive Health and Performance to arrange your appointment at 778-355-3050
Testing will be held at Strive Health and Performance:
102-1032 Austin Ave, Coquitlam
Concussion Awareness & Return to Play Information:
Pocket Concussion Recognition Tool file size (68kb) Concussions - Player Code of Conduct file size (87kb) Concussion Response Tool file size (704kb) Concussion Handout file size (155kb) Concussion Guidelines - Physicians file size (465kb) Concussion Guidelines - Coach and Trainer file size (178kb) Concussion Education Program file size (319kb) Concussion - Return to Play Guidelines file size (187kb) CMFSC Concussion Management Agreement file size (44kb) Baseline Testing - What to Expect file size (4.1mb) Baseline Concussion Testing FAQ’s file size (35kb)
All members of Coquitlam Metro-Ford SC are expected to conduct themselves in an appropriate manner as outlined in the policies below for Coach/Team Officials,Parents, and Players.
Discipline & Suspensions
All CMFSC members including but not limited to, players, parents, spectators, team officials, game officials, club officials, regardless of being paid or volunteer, have a duty and responsibility to conduct themselves appropriately while respecting the FIFA Laws of the Game, BC Soccer rules, regulations and policy and the policies, by-laws and procedures of club.
As a member, please fully review the following document and familiarize yourself with the BC Soccer Conduct, Ethics, Discipline Standards & Policy document as well as the Discipline Sanction Policy.
Fields & Facilities
Following is information regarding the fields and facilities that we use. We are fortunate to have access to these through the City of Coquitlam and SD #43, so please treat them with respect
Fields are assigned to the Coquitlam Metro-Ford Soccer Club for the use of club team practices/games, events and other associated activities. Fields are not assigned to individual teams by the City of Coquitlam as it is Coquitlam Metro Ford SC that has permission to use the facilities. In turn, CMFSC will be responsible for allocating fields to teams as they see fit based on various factors.
Teams not acting in accordance with any field status conditions, club policies or abusing their field privileges may have their practice and/or game time assignments revoked or changed at any given time at the discretion of Club Staff, or in accordance with any decision of the Board of Directors.
Town Centre Policies
- If the goals are locked up at Town Centre, please call the city line at 604-506-4965 to have them unlocked. Put this phone number in your address book for easy reference.
- The City has requested that goals on the turf field are put up on the wheels or lifted up when moving. There appears to be an increasing frequency of damage to the seams, which if it continues will result in potential injury and field closures.
- It is important that we keep the fields clean. Please ensure that you clean up after yourselves regardless of where we are playing - home or away; specifically, the areas around the benches. Things such as orange peels, tapes and water bottles must be picked up and discarded. That includes the visiting bench area.
- Following are the fields we have access to:
- Turf - Town Centre Park, including Cunnings, TC North, TC West (Mobilio), TC East (Fridge), Percy Perry (Stadium) and Charles Best
- Grass ‚Äì Hillcrest, Brookmere, Ranch Park, Mundy 1&2, Parkland, Miller Park, Hampton and Roy Stibbs
- Gravel ‚Äì Porter, Riverview Park, Montgomery Middle
- Locations for all of these fields can be found here.
- All turf field lights are on timers. If times need to be adjusted, please inform the field equipment coordinator.
- Gravel fields are on timers as well, however at times a manual start will be required. Each field has a box with switches that is accessible using your blue lock key. Please familiarize yourself with the location of the box at the field you are assigned at.
- All questions related to the fields and equipment should be directed to Member Services.
Gender Equity Policy
Coquitlam Metro-Ford SC is committed to the achievement of gender equity and recognizes the importance of measuring all of its activities against the values of equity and fairness.
We define gender equity as a process of allocating resources and entitlements fairly to both males and females without discrimination on the basis of gender. This also includes redressing any undesirable or inequitable balance in the existing opportunities available to males and females.
Playing Time Policy
PLAYING TIME POLICY
Should playing time become an issue, coaches have the responsibility to justify why a player has been played less than the below noted policies. Only injuries, sickness, unaccepted absences from training and/or games at coach's discretion, or documented disciplinary action will be accepted as reasons for not meeting these requirements. The coaches must give written notice of disciplinary action to the player, coordinator and manager at the time of the incident(s) or as soon as possible thereafter.
Division Exhibition, League, and Tournament Games Cup and Playoff Games U8 - U10 Development & House Stream Minimum of 50% each game N/A U11 - U18 Metro, Div 1 - Div 3 50% of each game on average over the course of the season At coach's discretion U13 - U18 BCSPL 30% of each game on average over the course of the season At coach's discretion
This policy deals with personal information about players, parents, fans, directors, officials, coaches and other volunteers. Please review the attached for the full policy
Provincial & National Competitions Club Support
Provincial & National Competitions Club Support
Recognizing the commitment and the investment of these teams, as well as the positive outcomes that reflect on the club as a whole, it is important that we establish guidelines for financially supporting their success at provincial or national championships.
Players are not eligible to play or train until they are fully registered, and fees are paid. Exceptions to this policy are only made for players who are seeking financial assistance, and only after prior contact with the appropriate club official.
Risk Management Criminal Record Check
Risk Management Policy
Please be advised that pursuant to the policies of the Coquitlam Metro-Ford Soccer Club, as mandated by B.C. Soccer and all governing Districts, the criminal screening process is due once every three years by all volunteers and staff. The club takes the policies very seriously and the safety of our players is very important.
BC Soccer rule requires coaches/volunteers and administrators working with youth and club/teams funds to complete a Vulnerable Sector Check(VSC)/Criminal Record Check(CRC) every three (3) years. More information is on the BC Soccer website at:
BC Soccer is becoming increasingly vigilant in validating club's compliance as part of the Club charter process and has declared that clubs are not to operate teams without the appropriate VSC's/CRC's being in place prior to the start of the season.
All volunteers and staff are required to complete the screening process as outlined. There are three options for members; online, in-preson, or providing a pre-existing current Criminal Record Check.
Reminder emails will be sent out to volunteers regarding the process prior to the start of the season. Also, throughout the season when a volunteer's CRC is coming due, the Risk Management Coordinator will contact the volunteer approximately one month prior to the expiry date. The board of directors makes all final decisions on volunteers and staff who do not comply with the screening process.
The complete CRC process is covered in the Criminal Record Check Process Overview here:
For in-persons forms, please access these forms from our Club Forms Page.
To access the online process, please use this link: https://justice.gov.bc.ca/eCRC/home.htm.
The on-line code required for CMFSC is – XJFNTJCLXY
TEAMS WITHOUT APPROPRIATELY ACCREDITED TEAM OFFICIALS WILL BE FORCED TO FOLD.
Social Media Policy
Social media (Twitter, Facebook, Instagram, Pinterest etc.) plays an important role in engagement, promotion, and awareness of CMFSC activities and team management and organization.
BC Soccer, who ultimately governs CMFSC, has enacted policies around the use of Social Media:
If these tools are not used in an appropriate and respectful way, they may give rise to complaints from individuals or organization alleging violations of relevant BC Soccer Rules, Regulations and Policies, including complaints that individuals are not acting in the best interest of the game of soccer or are demonstrating unethical (ungentlemanly) conduct and or behaviour. In the case of soccer in BC, if complaints are brought to the attention of BC Soccer and, following applicable disciplinary procedures, inappropriate behaviour is proven, a number of sanctions are available ranging from formal warnings to suspensions from all soccer related activities, depending on the severity of the incident. Examples of actions that BC Soccer deem inappropriate include:
- Comments that bring the game into disrepute or are ungentlemanly
- Abuse of individuals by means of racist, sexist or ageist comments
- Abuse of individuals by means of insult or threat
- Abuse of players or officials in comments that are deemed personally insulting or damaging
As a result of the BC Soccer directive, CMFSC has adopted the following Social Media Guidelines recommended by BC Soccer with editing to reflect our individual club requirements. These guidelines apply to all members of the club (Players, Parents, Team Staff, Referees, Executive, Technical Staff and any other Staff):
1. British Columbia is a multicultural and diverse society and it is important to be aware of and respect this diversity when posting online. Respect all ethnicities and always be conscious of how others will receive your message – remember your message is not bound by borders and is a permanent record.
2. Never post or comment on discipline issues, legal issues, media related issues or potential crisis issues without authorization to do so from the CMFSC Executive. Media are constantly patrolling various social media sites and they will not hesitate to comment or even put your post on-air if it relates to a controversial subject. The CMFSC Media Spokesperson is the Club President or his/her designate and members are not to act as a spokesperson without the expressed consent of the President. Please remember, during a crisis or media event every employee or volunteer who feels it necessary to speak to the media or post about the event becomes the spokesperson whether they want to or not.
3. Transparency is extremely important. If you post incorrect information, try to be the first to correct it and never intentionally omit information or cover up an issue.
4. Social Media is a tool that can be used by everyone to help promote the sport of soccer but always remember to use your common sense when posting. If you are at all unsure about your post or comment you must check with the CMFSC President before posting to ensure it adheres to our guidelines.
5. You are responsible for your actions – Always think about how your post will affect your team, teammates, team officials, CMFSC as an organization, BC Soccer, Canada Soccer or FIFA. Although individuals have an important right of freedom of speech, by virtue of your involvement in BC Soccer you are subject to certain limits on that right where your comments relate to BC Soccer matters.
Where comments on a public forum such as Twitter or Facebook are in violation of the Rules and Regulations of BC Soccer that apply to all members and participants in BC Soccer sanctioned events, there can be repercussions for you and CMFSC, particularly where comments are directed against individuals, could be deemed to be improper, may bring the game into disrepute, or are threatening, abusive, indecent or insulting.
In addition, re-tweeting another person’s posting may lead to disciplinary action if the original comment was improper.
Any violation of the BC Soccer or CMFSC guidelines brought to the attention of the Executive will be investigated and submitted to the President for consideration.
6. Content posted on social media channels is permanent – When posting to any Social Media the content in which you put out is permanent – even if you quickly remove your post, it may already be too late.
What you say on Social Media may be viewed all around the world instantly even if you don’t have many ‘followers’. One ‘retweet’ by someone else could mean a comment is instantly communicated to a far wider audience.
Finally, deleting an inappropriate posting, while advisable, does not necessarily prevent disciplinary action being taken.
7. Others will associate you with CMFSC – Even if you are posting on a personal social media site, the public will associate you with CMFSC and therefore you will be viewed as speaking on behalf of the club.
Discipline: Failing to abide by the CMFSC Social Media Policy and BC Soccer Guidelines may result in a range of disciplinary action up to and including expulsion from the club and reporting to BC Soccer for consideration of other sanctions.
DISCLAIMER: Coquitlam Metro-Ford Soccer Club is not responsible for monitoring the appropriate usage of various Social Media platforms by members. Each platform has an age restriction and code of conduct that should be monitored by parents/guardians.
We understand that it may be necessary to raise team funds for items such as travel, coaches gifts, team events, etc. The Coquitlam Metro-Ford Board of Directors suggests these processes for managing team funds:
- Most banks offer a community plan with no or low fee. Club approval or documentation is not required to open an account. If the bank is asking for any type of documentation, please forward this request to Member Services.
- A Management Committee should be established for the team account(s), that should consist of at least two parents (not related to each other) and may also include the team manager and/or a coach. Parents not functioning as coach or manager should form a majority of Committee members.
- All funds raised are equally apportioned as credits to individual team members. Coaches and managers may also have individual credits. A record of credits for individual team members (and coaches and managers) will be maintained by the Committee and be open to inspection by parents of individual team members on request. Disputes over apportionment of funds, if not resolved by the Committee, will be resolved at a meeting of parents of team members (a majority of team members must be represented).
- Expenditures from team accounts require the approval of the majority of members from the Committee.
- Signing authority on the team account(s) should be held jointly by two members of the Committee (both should be required to sign), at least one of whom is NOT a coach or manager.
- Funds should be expended in the season in which they were raised and within a month of the final game, the committee should provide a statement of account to the team prior to the team disbanding for the season. Funds should not be carried over to the next season and any excess should be distributed to team members equally, unless a member has opted not to receive the excess monies.
Uniforms & Team Apparel
The purpose of this document is to communicate to all officials a program to be followed by all club members and ensure consistency amongst all teams. Only "club issued and approved" gear may be worn when representing the CMFSC. Players and coaches [and managers - not on field] are not permitted to wear any clothing other than that described in the following articles.
The primary colours for CMFSC are Royal Blue and Black.
Club gear and logo are only to be used on board approved chosen brand and supplier.
The club home jersey is blue and black stripes and must be worn whenever there is not a conflict with the opposing team. This is our primary uniform and brand.
Absolutely nothing is to be attached to uniforms and club specific attire unless instructed by the club Board of Directors. Club specific attire is defined as:
- Club uniforms, shorts & socks
- Club warm up shirts
- Club track suits
- Club back packs / bags
Teams or individuals found not to be adhering to the Uniform policy will be required to correct, dispose and replace the offending gear, at their own expense, immediately upon notification.
All outerwear/training gear (track suits, tops, pants, jackets, training shirts, shorts & socks) must follow the primary color combination. Each season, the club/board will determine the styles that will be available.
For the alternate uniforms, the club/board will determine the style of the white alternates on an annual basis.
The Club's Equipment Manager assigns uniforms.
If a coach, manager or divisional coordinator is unsuccessful in obtaining equipment from a player, the equipment manager is to be notified so that the Board of Directors can deal with these individuals.
For players on a multiple payment model, should they fail to complete payments, they will be contacted by a club official on three (3) instances over a 30-day period following the due date of the fees. Failure to communicate with the club official and/or making mutually agreeable alternate arrangements will result in their suspension from all club programs.
Unpaid registration fees after the expiry of the 30-day period may also result in the member being removed from the roster and active status within the District and BC Soccer.
Discrimination, Bullying & Harassment Policy
CMFSC is committed to ensuring that ALL Members (employees, directors, officers, contractors, volunteers, coaches, players, parents of players and fans) have a sport environment that is free from any form of behaviour prohibited by the B.C. Human Rights Code and all other applicable Human Rights legislation.
Discrimination, Sexual Harassment and Bullying and Harassment are offensive, degrading, threatening and prohibited by law, including by the British Columbia Human Rights Code and the British Columbia Workers Compensation Act. In its most extreme forms, conduct amounting to Discrimination, Sexual Harassment or Bullying and Harassment may constitute an offence under the Criminal Code of Canada.
The sport environment includes on and off-field soccer events and soccer-related functions or travel. In addition to personal interactions, forums where such behaviours are possible includes telephone, written, email, text messages, social media and like communication systems or devices.
Discrimination, harassment and bullying creates negativity and fear that interferes with enjoyment, creates an unsafe or disrespectful environment, and disrupts the ability of sport to deliver the many positive live learnings and experiences possible.
Discrimination means unfair or differential treatment of an individual or group, whether intentional or unintentional, on the basis of one or more of the prohibited grounds contained in the B.C. Human Rights Code.
These grounds are: race, colour, ancestry, place of origin, political belief, religion, marital status, family status, physical or mental disability, sex, sexual orientation or age, conviction of a criminal or summary conviction offence that is unrelated to the employment or the intended employment of that person.
Sexual harassment is defined as unwelcome conduct that is sexual in nature that may detrimentally affect the sport environment or lead to adverse consequences for the victim of the harassment. Examples of sexual harassment include, but are not limited to:
Verbal or cyber abuse or threats
Unwelcome sexist remarks, jokes, innuendo or taunting
Displaying of pornographic or other sexually offensive pictures
Practical jokes of sexual nature that cause awkwardness or embarrassment
Unwelcome advances, suggestions, invitations, propositions or requests
Leering or other gestures
Unnecessary physical contact such as touching, patting, pinching or kissing
Sexual or physical assault (this may also be a criminal matter)
Negative comments that are gender based
If you have a concern about a situation or behaviour, you are encouraged to communicate this concern to the person who is creating the discomfort. If this does not resolve the situation, or you are uncomfortable, please speak directly with a CMFSC staff person and they will work with you to resolve the situation.
Bullying and Harassment
Bullying and harassment includes any inappropriate conduct or comment by a person towards an individual that the person knew or reasonably ought to have known would cause that individual to be humiliated or intimidated, but excludes any reasonable action taken by a person of authority or supervisor relating to the management and direction of employees, contractors or volunteers) within the sport environment. Generally, bullying and harassment is a behaviour that persists over time, although serious one-time incidents can also sometimes be considered bullying or harassment.
A ‘person’ in this context includes any individual, whether or not they are a CMFSC member or not. This means that a ‘person’ could be an employer, supervisor, co-worker, volunteer, member of the public, client or anyone the person comes in contact with in the sport environment.
Examples of harassment and bullying include, but are not limited to:
Verbal aggression, yelling, threats, insults or outbursts
Calling someone derogatory names
Humiliating initiation practices or “hazing”
Vandalizing personal belongings
Spreading malicious rumours, gossip or making personal attacks based on someone’s private life and/or personal traits
Physical or verbal threats, including aggressive/threatening gestures
Throwing an object in the direction of someone or wielding a weapon
Sabotaging someone’s work
Sending or leaving threatening notes (including cyber-bullying)
Bullying and harassing behaviour does not include:
Expressing differences of opinion
Offering constructive feedback, guidance, or advice about practice, game, performance or work-related behaviour
Reasonable action taken by a person of authority relating to the management and direction of an employee, contractor or volunteer, or the place of employment (e.g. managing performance, taking reasonable disciplinary action, assigning tasks, terminations, and the like)
Your responsibilities include:
Not engaging in bullying or harassment
Reporting bullying and harassment if observed or experienced
Applying and complying with our policies and procedures on bullying and harassment
Intent does not determine whether a behaviour is harassing or bullying. A person cannot excuse their behaviour by saying he/she did not intend to be humiliating or intimidating.
Harassment and bullying may be one incident or a series of incidents depending upon the context.
Effects of such behaviour on the environment includes reduced productivity, low morale, high absenteeism, illness/stress, increased turnover and low client satisfaction.
Process for Handling Concerns or Issues
Every CMFSC member has the right to prompt and just resolution of complaints and concerns. We promote ongoing, open communication between CMFSC members and leadership.
We believe that good communication is essential to the well-being of our organization and that questions, concerns, issues or complaints that are left unresolved, negatively impact our environment. Incidents or complaints should be reported as soon as possible after experiencing or witnessing such. This allows the incident to be investigated and addressed promptly.
Members should first discuss the situation with their Coach/Manager or immediate supervisor. The Coach/Manager or immediate supervisor will be most familiar with the individual and the situation. Past situations have shown that most problems can be resolved by simple examination and discussion of the facts at this stage.
If the situation involves the Coach/Manager or supervisor, or the member is not satisfied with the response, or, if for any reason, he/she does not wish to bring the problem to the coach/manager or supervisor’s attention, he/she may present their concerns directly to the Executive Director.
If the situation involves the Executive Director, or the member is not satisfied with the Executive Director’s response, or, if for any reason, he/she does not wish to bring the problem to the Executive Director’s attention, he/she may present their concerns directly to the President or Vice President.
Members can report incidents or complaints verbally or in writing. When submitting a written complaint, please use the form provided below. When reporting verbally, the reporting contact, along with the complainant, will fill out the form.
Provide as much information as possible in the report, such as the names of people involved, witnesses, where the events occurred, when they occurred, and what behaviour and/or words led to the complaint. Attach any supporting documents, such as emails, handwritten notes, or photographs. Physical evidence, such as vandalized personal belongings, can also be submitted.
Investigations, as required, will be conducted internally. In complex or sensitive situations, an external investigator may be recruited.
be undertaken promptly and diligently, and be as thorough as necessary, given the circumstances
be fair and impartial, providing both the complainant and respondent equal treatment
in evaluating the allegations
be sensitive to the interests of all parties involved, and maintain confidentiality
be focused on finding facts and evidence, including interviews of the complainant, respondent, and any witnesses
incorporate, where appropriate, any need or request from the complainant or respondent
for assistance during the investigation process
Investigations will include interviews with the complainant, the alleged and any witnesses. If the complainant and the alleged agree on what happened, then CMFSC will not investigate any further, and will determine what corrective action to take, if necessary. The investigator will also review any evidence, such as emails, handwritten notes, photographs, or physical evidence like vandalized objects.
The Executive Director is responsible for ensuring sport environment investigation procedures are followed. Members are expected to cooperate with investigators and provide any details of incidents they have experienced or witnessed.
The Executive Director will conduct investigations and provide a written report with conclusions to the President and Vice President. If external investigators are retained, they will conduct investigations and provide a written report with conclusions to the President and Vice President.
The alleged and complainant will be advised of the investigation findings by the Executive Director or President or Vice President, as applicable. Following an investigation, the Executive Director will review and revise procedures to prevent any future incidents in the sport environment. Appropriate corrective actions will be taken within a reasonable time frame.
In appropriate circumstances, members may be referred to appropriate assistance program or be encouraged to seek medical advice.
CMFSC expects that members will keep written accounts of incidents to submit
with any complaints. CMFSC will keep a written record of investigations, including the findings.
This policy will be reviewed and updated annually.
This policy will be reviewed, acknowledged and accepted by all CMFSC members. CMFSC employees, contractors and volunteers will receive training on the policy.
Expenditures & Procurement Policy
Expenditures & Procurement Policy
All expenditures should be consistent with the approved budget.
Except for items of a capital nature and for matters of extreme emergency, expenditures in any fiscal year shall not exceed income for that year. The Board, with the recommendation and the support of the Treasurer and President may approve extenuating, urgent and capital expense items in any fiscal year that may exceed income for that year.
The Executive Director must be familiar with the approved budget for the programs and should be responsible to request Board approval if additional funds, not planned for, are required, up to 10% of the specific program budget.
Expenditures less than $500 may be left to the discretion of the staff who are authorized to make purchases/Board member responsible for the program/item. The Executive Director must receive emailed notification of the purchase.
Expenditures exceeding $500 require approval by the Executive Director before an order is placed.
Expenditures exceeding $5,000 require approval by the Board of Directors before the order is placed.
Respect in Sport Activity Leader
Respect in Sport Activity Leader
All volunteers (coaches, assistant coaches, managers, coordinators, directors) and staff must complete the Respect in Sport Activity Leader training every five years. Ethics training prepares volunteers and staff to effectively handle challenges that may arise day to day as leaders within the sport community. CMFSC wants volunteers and staff to feel empowered to recognize and prevent bullying, abuse, harassment, and discrimination. Respect in Sport is also a mandatory requirement from the Canada Soccer club licensing program. Information will be directly distributed to all those required to complete the course or members may contact Member Services directly for additional information.